A client needs a certificate of insurance for a bid on a project. The coverage is with a surplus lines insurer and you have no authority to issue a certificate. Should you exceed your authority to issue the certificate? Which is best practice?

• A. Issue the certificate anyway to satisfy the client.
• B. Do not issue the certificate; propose an alternative, such as a letter explaining how the program meets the insured's needs and that a certificate will be available next week, and include a copy of the policy highlighting the requested coverages.
• C. Call the insurer again and hope for a reply.
• D. Use a different insurer's certificate from another client.

Answer: (B)

Authority to issue certificates and presenting accurate evidence of coverage is the key idea here. When the coverage is with a surplus lines insurer and you don’t have the authority to issue a certificate, you should not issue one. A certificate is a formal statement of coverage, and providing it without proper authority can mislead the client and violate policies or regulations.

The best practice is to respond by offering a transparent alternative that still supports the bid. Explain how the program meets the insured’s needs, state that a certificate will be available next week, and include a copy of the policy or declarations page with the requested coverages highlighted. This gives the client immediate, concrete information and sets the correct expectation about timing, while you await the proper certificate from the insurer. If possible, follow up with the insurer to confirm timing or obtain the necessary certificate authority, keeping everything compliant.

This approach preserves accuracy, maintains trust with the client, and aligns with professional standards, rather than risking misrepresentation or delays.